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Shared mailbox for sending emails in Dynamics 365 - License?

Posted on by 471

Hello,

We have several mailboxes in our Exchange Online environment that we want to use in our Dynamics 365 environment to send out emails. Right now it seems like the only way is to give the mailbox a Dynamics 365 license to get it to show up as a user and after that we can configure the mailbox in Dynamics with server-side sync and use it for workflows etc that automatically sends out emails etc.

The problem here is the cost of a license. Therefore, I have been looking into non-interactive users, but you can only have maximum 7 of those in one environment. We have double the mailboxes that we want to use for this.

Does a service user like this actually need a license? This is not a user that is going to be used to login and do stuff, only for outgoing emails.

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  • RE: Shared mailbox for sending emails in Dynamics 365 - License?

    AccountAccount,

    The system already puts a copy of every outgoing message in the sender's Sent Items folder.  When this feature was first released it was not configurable, not sure if it is now or not.  If you want to record that a CRM User received the message, in system settings, enable 'Track emails sent between Dynamics 365 users as two activities'.  This can cause a lot of extra emails to be added to CRM however, it all but ends the 'I never got the message' excuse.  It acts as a delivery receipt for CRM emails.  I'm sure you could configure a bulk delete job to remove these extra emails after a period of time if they are only needed temporarily.

    Hope this helps.

      

  • AccountAccount Profile Picture
    AccountAccount 143 on at
    RE: Shared mailbox for sending emails in Dynamics 365 - License?

    Could we somehow enable email tracking for outgoing emails, for this shared mailbox which is configured above?

  • MLarsen Profile Picture
    MLarsen 471 on at
    RE: Shared mailbox for sending emails in Dynamics 365 - License?

    Thank you Steve. I now understand what to do :)

  • Suggested answer
    Steve Zhao2 Profile Picture
    Steve Zhao2 on at
    RE: Shared mailbox for sending emails in Dynamics 365 - License?

    Hi Morten Larsen,

    Navigation to the Mail Configuration and set the incoming email to none:

    pastedimage1668393596728v1.png

  • Goloknath Profile Picture
    Goloknath 1,805 User Group Leader on at
    RE: Shared mailbox for sending emails in Dynamics 365 - License?

    Hi,

    As Steve mentioned you use the shared mailbox and yes you can use that for outgoing as well. Thanks!

  • MLarsen Profile Picture
    MLarsen 471 on at
    RE: Shared mailbox for sending emails in Dynamics 365 - License?

    Hello Steve and thank you for your answer.

    What if I don't want incoming emails, just use it for outgoing?

  • Verified answer
    Steve Zhao2 Profile Picture
    Steve Zhao2 on at
    RE: Shared mailbox for sending emails in Dynamics 365 - License?

    Hi Morten Larsen,

    In your case, you could create Shared Mailbox which doesn't require license:

    pastedimage1668146634696v1.png

    And then set it to your queue's incoming email:

    pastedimage1668146723855v3.png

    3. Approve this mailbox:

    pastedimage1668146863939v4.png

    4. And then you can send email by this shared mailbox.

    pastedimage1668146949501v5.png

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